Studio Administrator; Part-Time

Gardner Studio is an Oklahoma City architecture and interior design practice. We are hiring an experienced administrator to keep office operations, recurring deadlines and billing coordination organized so our design team can focus on its work.

Onsite in Oklahoma City 20 hours per week $22–$25 per hour, depending on relevant experience.

You will report to Heather Gardner, who sets weekly priorities and resolves competing requests. Project leads provide technical information; our accountant and payroll provider retain their specialist responsibilities.

• Monitor assigned inboxes during scheduled hours, route requests and maintain one action list with owners, next steps and due dates.
• Coordinate calendars, meetings, brief notes, travel logistics and routine visitor or phone requests while onsite.
• Track license, membership, software and insurance deadlines; coordinate certificate requests and route decisions to leadership.
• Collect receipts, employee expenses and consultant invoices; follow up on missing records and assemble a monthly billing checklist.
• After training and access approval, prepare Monograph invoice drafts from approved inputs. Send invoices and routine payment reminders through the approved workflow; document replies and elevate discrepancies.
• Assemble upcoming bills and renewal information for accounting review. Coordinate approved onboarding and offboarding checklists with payroll/benefits and IT contacts.
• Maintain office supplies and coordinate cleaning, facilities vendors and simple team-meeting logistics within approved limits.

We will agree a consistent weekday schedule totaling 20 hours, with some flexibility in how those hours are arranged. Heather sets priorities to fit the available time. Continuous reception coverage and after-hours monitoring are not required. Training and all time worked are paid and recorded.

• Experience independently managing recurring administrative deadlines, records and follow-up in a professional office.
• Accurate handling of invoices, receipts or other financial documents, with the judgment to question missing or inconsistent information.
• Clear, professional writing and communication; discretion with client, employee and financial records.
• Practical proficiency with Outlook, Teams, Word and Excel, including maintaining a clear tracker and learning new software.
• The ability to prioritize, follow a documented process, ask useful questions and elevate decisions rather than guess.

Architecture, engineering, construction, legal, accounting or other professional-services administration is helpful. Monograph, Quick Books document workflows, renewal tracking and payroll-provider coordination are useful but not required. A degree or design portfolio is not required.

This role supports billing administration. Our accountant owns bookkeeping, accounting judgments, bank reconciliation and financial reporting. Leadership approves payments, employment terms, fees and client commitments. Payroll processing, cash forecasting, project management, proposal production and social media are outside this position’s core scope.

Recurring deadlines are visible early, missing billing records are followed through, routine messages reach the right owner, and leadership receives a concise list of decisions needed. During the first month, you will learn our systems and demonstrate assigned workflows with review before taking them on independently.

Gardner Studio considers qualified applicants without regard to legally protected characteristics. If you need an accommodation during the application process, please contact Heather at the email above.